Students Creating an Active Student Pass

This document describes the steps that are needed in order to allow students to create a hall pass.

Student Permissions

The first step is to ensure students have permission to create a pass.  This can be done for a single student, or a group of students.

In both cases, a logged on user will go to the Students page. To edit a single student, search for the student and click the Edit option.  From there, you see the option "Can Create Pass".  This has to be selected in order for a student to create a pass.

To bulk edit multiple students, filter the students in whatever way you need, for example, by Graduation Year.  Then, click the BULK EDIT option and set the Can Create Pass option to True or False.  Click the check box to select the students this should apply to and click SAVE.  At this point, the selected students will have whatever permission you've selected.

Staff Permissions

The second permission that must be set is for the staff.  A staffer can determine if they will allow a student to create a student pass.  If the staffer doesn't allow it, any student that selects that staffer as a Grantor will end up creating a pass REQUEST, instead of creating an ACTIVE pass.

There are three ways this permission can be set.

An admin can edit a single staffer.  When taking this approach, ensure the "Allows Student To Create Pass" has been selected.

The second way is to the BULK EDIT feature on the Manage Staff page.  Click the BULK EDIT button, click one or more checkboxes, set the "Allow Students to Create Pass" option to True and click SAVE.

The third was is for the staffer themselves to set this option.  This can be done by clicking the My Account link, select Student Pass and select the "Allow students to create pass" checkbox.

So to summarize, by default a student has permission to REQUEST a pass.  The only way a student can CREATE a pass, is when they have been granted the permission to create a pass AND the staffer they select grants permission to create passes as well.

Student Experience

This shows what the experience is like for the student when they've been granted permission to create a pass.

In this screenshot, we see the staffer the student has selected does NOT allow students to create a pass.  The student is clearly told that the pass will be created as a REQUEST.

In this screenshot, we see the staffer the student has select DOES allow students to create a pass.  After the destination has been selected and saved, the pass, in most cases, will have been created and the student can use it.

Possible Obstacles

There are conditions that can prevent the pass from being created at all.

• The school has blocked passes from being created
• The student already has an active or queued pass
• A reason is required and the student didn't provide one

There are also conditions that will allow the pass to be created, but the student won't be able to use it.

• The school has set the max number of students that can be out at any one time and that max has been currently hit
• The destination has a max number of students and that max has been currently hit

If either of these situations exist, the pass will be saved, but it will be saved as a request.  The staffer will have to approve the pass